Financial Processing

Assets in KFS

Document Summary

Product Owner Helein Cato

Editor Chimoné Barends

Date 2014/12/01

Time 09:00 AM

Template Verbose

Lesson Objectives

 

On completion of this lesson you should be able to:  

Add/change the model and/or serial number of an asset

Change the asset location

Change the asset representative

Add an unique organization tag number and/or asset identifier

Add/change warranty information

Add repair history

Lesson Scenario

You are the Asset Controller of your department. One of your key roles in the department

is to update the asset database of the department. This lesson wil l enable you to view

information regarding the assets in your department and update some information.

For this lesson you will require the fol lowing information:

Username: Your University Staff Number.

Lesson Prerequisites

To perform this task you will need:

You will have to have completed the general/generic training For Kuali Financial System.

You will need access to Capital Asset Management Lookup and Maintenance.

Table of Content

1. Edit asset information

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1.1. Process Flow

1.2. Business rules

2. How to recall an asset

3. Asset: How to edit an asset

3.1. Document Overview

3.2. Asset Detail Information

3.3. Asset Location

3.4. Organization Information

3.5. Payments

3.6. Payments Lookup

3.7. Asset Depreciation Information

3.8. Warranty

3.9. Repair History

3.10. Lookup Related Capital Asset Documents

3.11. Notes and Attachments

3.12. Ad Hoc Recipients

3.13. Routing

1. Edit Asset Information

1.1. Process Flow

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Obtain Assets Purchasing / APGL

Create an assetCAB AP TransactionsCAB GL Transactions

Asset Global Add

Merge Assets Separate AssetsEdit Assets

1.2. Business Rules

This document is used to make changes to the information stored for a particular

asset. It also allows for adding new asset information.

The Asset Detail Information tab contains an OLD and a NEW section. The OLD

section displays the current asset information and the NEW section may be used to

update the information.

Editable f ields vary depending on the role assigned to the user. Asset Controllers

have l imited access. Users assigned to the roles of Asset Manager and Asset

Processor has more access and can edit all assets.

2. How to recall an asset2.1. Navigation

Figure 1 

KFS navigation :Main Menu >Lookup and Maintenance > Capital Asset Management > Asset

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Loan / Renew / Return Assets

Transfer Assets Asset Fabrication

Asset Retirement Asset Payment Asset Location Global

Figure 2 

1. Organization Owner Chart of Accounts : Click on Search and return the value required.

2. Organization Owner Organization Code : Click on Search and return the value required.

3. Click on Search at the bottom of the document.

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Figure 3

1. Click on the Asset that needs to be edited and click on Edit .

2. The Asset document will open automatically .

Figure 4 

3. Asset

3.1. Document Overview

Figure 5 

Navigate to the Description field.

A general description needs to be fi l led in e.g. “Change asset detail information ”.

This description should be unique and easily identif iable because it can be used to search

for the specif ic document at a later stage.

3.2. Asset Detail Information

Assets in KFS Page: 6 of 12

Figure 6 

The Model Number and Serial Number fields can be updated.

Navigate to the specif ic f ields and enter a model and/or serial number i f so required.

3.3. Asset Location

Figure 7

The “On Campus” section displays the location of the asset if it is kept on campus.

The “Off Campus” displays if stores are kept at a location somewhere away from campus.

An asset can only be located at either “On Campus” or “Off Campus”, not at both locations.

If the On Campus location should be edited:

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1. Campus : Click on Search and return the value required.

2. Building Code : Click on Search and return the value required.

3. Building Room Number : Click on Search and return the value required.

If the Off Campus location should be edited:

1. Name : Enter the name of the person responsible for the asset while kept at this location.

2. Address : Enter the address where the asset will be kept.

3. City : Enter the city where the asset wil l be kept.

4. State : Click on Search and return the value required.

5. Postal Code : Click on Search and return the value required.

6. Country : Click on Search and return the value required.

3.4. Organization Information

Figure 8

This tab can be used to change/add information unique to the organization which will make it

easier to identify the asset.

1. Organization Inventory Name : Enter the information if required.

2.Asset Representative Principal Name : Click on Search and return the value required (i f it

should change). The asset representative is the person responsible for the asset.

3.Asset Representative Principal Name : Note that the value information selected above will

be displayed here.

4. Organization Text : Enter any text unique to the asset if so required.

5. Organization Tag Number : Enter a number unique to the asset i f so required.

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6. Organization Asset Type Identifier : Enter information unique to the asset if so required.

7. Date Received : Click on Calendar and select a date if so required.

3.5. Payments

Figure 9

All payments made for the asset is displayed on this screen.

3.6. Payments Lookup

Figure 10

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Payments Lookup is only to view more detail of each payment.

3.7. Asset Depreciation Information

Figure 11

All relevant information regarding Asset Depreciation Information of the asset is displayed.

3.8. Warranty

Figure 12

1. Warranty Number : Enter a warranty number.

2. Contact Name : Enter the name of the contact person.

3. Phone Number : Enter a phone number.

4. Purchase Order Number : Enter a purchase order number.

5. Begin Date : Click on the Calendar and select a date.

6. End Date : Click on the Calendar and select a date.

7. Description : Enter text.

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3.9. Repair History

Figure 13

Information regarding repairs done to an asset can be recorded here.

1. Incident Date : Click on the Calendar and select a date.

2. Problem Description : Enter the text.

3. Repair Contact Name : Enter the name of the contact.

4. Estimated Repair Date : Click on the Calendar and select a date.

5. Repair Date : Click on the Calendar and select a date.

6. Repair Amount : Enter the amount.

7. Repair Solution Description : Enter the text.

8. Repair Note Text : Enter the text.

9. Click on Add.

3.10. Lookup Related Capital Asset Documents

Figure 14

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This screen will display the previous actions taken on the asset.

When you click on the relevant document, al l transactions previously performed on the asset

wil l be displayed.

3.11. Notes and Attachments : Attach relevant documentation if needed.3.12. Ad Hoc Recipients :

If you require routing information to another person for action, it can be done.

3.13. Routing: The document is in a Final status after being submitted.

Lesson Summary 

Having completed this lesson you should be able to:

Navigate to Assets

Edit asset information

Add new asset information

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